Sponsor Terms and Conditions
Take a moment to review the terms and conditions for this event.
1. Materials Handling Services and Union Rules The shipping of materials will be arranged between the sponsor and the hotel. Please mark any packages as follows: Hold for "Your Company Name": Sponsor PLRB Large Loss Conference, along with your name and arrival date.
2. Name Badges Large Loss Conference badges must be worn at all times by sponsorship personnel. Sponsors will receive one badge listing the individual‘s name and the company's name. The badge must be worn during the Conference hours.
3. Advertising by Others The Functions are limited to those persons, firms, and organizations that have contracted and paid for sponsorships. No other persons, firms, or organizations will be permitted to demonstrate a product, solicit orders, or distribute advertising materials at the Large Loss Conference.
4. Assignment of Sponsorship Sponsor may not re-assign this contract or allow any other person or organization to use any part of the sponsorship without written permission from PLRB.
5. Liability of Sponsors:
(a) Sponsor is responsible for obtaining any and all insurance coverage for its sponsor activities.
(b) Sponsor must make provisions for the safeguarding of all goods they own, rent, or lease from the time they are placed in the function space until they are removed by its agents. PLRB shall not be responsible for, or guarantee to sponsor, the safety of Function materials against fire, accident, theft, or any loss or injury whatsoever.
(c) Any damage or destruction of others' property or personal injury to others resulting from the conduct of Sponsor, its agents, or employees will be Sponsor’s sole responsibility.
(d) PLRB disclaims any liability for destruction of other's property, personal injury to others, or any dispute arising from the contractual relationship between Sponsor and the hotel, and Sponsor shall be fully responsible for any and all damages to property owned by PLRB, or the hotel, its owners or managers that results from any act or omission of Sponsor.
(e) Sponsor agrees to defend, indemnify, and hold harmless PLRB, the hotel, its owners, managers, officers, or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Sponsor’s use of the property. Sponsor’s liability shall include all losses, costs, damages, or expenses arising from or out of by reason of any accident or bodily injury or other occurrences to any person or persons, including the Sponsor, its agents, employees, and business invitees which arise from or out of the Sponsor’s occupancy and use of the function space, the Hotel or any part thereof.
6. Impossibility The performance of this agreement by either party is subject to acts of God, war, terrorism, government regulation, disaster, fire, strikes, civil disorder, curtailment of transportation facilities, or other similar cause beyond the control of the parties making it inadvisable, illegal, impractical or impossible to hold a successful meeting or to provide the facility. This agreement may be terminated without penalty for any one or more such reasons by written notice from one party to the other.
7. Cancellation by Sponsor If Sponsor cancels up to two months before the Event, Expo Management will refund fees paid to PLRB less a 10% administrative fee. Sponsors will receive no refund for cancellations requested within two months of the Event.
8. Cancellation by Management or Inability to Sponsorship Event
The parties agree that the following is a reasonable calculation of damages in the event of cancellation by PLRB.
Pre Event | Sponsorships: If Conference Management cancels the Conference before the Opening Day of the Conference, Sponsorships fees will be refunded 90% less a 10% fee for administration and benefits received. Management will not be liable for any other expenses the Sponsor might incur or any consequential damages the Sponsor may claim.
Day One: If Conference Management cancels the Conference after the start of the first day, Sponsorships fees will be refunded 50% of the Sponsorship. Management will not be liable for any other expenses the Sponsor might incur or any consequential damages the Sponsor may claim.
Day Two: If Conference Management cancels the meeting after the start of the Second Day of the Meeting, no refund will be made to Sponsors.
9. PLRB reserves the right to modify at any time the details of the sponsorship when such modification is for the overall benefit of the function.
10. Application Acceptance of an application does not mean endorsement by PLRB of the applicant's service or product. Rejection of the application does not imply disapproval of the applicant's service or product.
11. Sponsor Conduct PLRB has the authority to prohibit any sponsor's conduct from continuing, if at any time the purpose and character of the Function is jeopardized by the continuation of the sponsor conduct. In the event of a sponsor discontinuation order, PLRB will not be liable for any refund of the sponsor fees.
12. Promotional Demonstration and Handouts Products or services demonstrations are limited to printed brochures. PLRB reserves the right to approve all promotional materials.
13. Entertainment Policy
Education is the primary purpose of PLRB conferences and events. The strength, reputation, and national support of our conferences result from a steadfast commitment to delivering a first-class professional development experience. In addition to educational opportunities, each conference’s official program includes forums for networking among insurer claims professionals and claims service providers. Non-conference hours also provide opportunities for networking and learning. However, certain entertainment activities and functions sponsored by claims service providers that take place in conjunction with a PLRB conference outside the official program are prohibited. PLRB prohibits activities and functions that undermine or conflict with the primary educational purpose of the conference or the reputation of PLRB.
For example, entertainment during conference and expo hours is conflicting and prohibited. Also, after-hours entertaining, whether on or offsite, of fifteen or more conference attendees by any one person, organization, or group that extends past 11:00 p.m. on an evening before morning sessions undermines the educational experience and is prohibited. "Adult- themed" entertainment or entertainment that encourages reckless behavior undermines the reputation of PLRB conferences and is prohibited. Conference and expo participants, as a condition of participating, agree that: (1) PLRB has sole authority to interpret this entertainment policy and judge whether conduct undermines or conflicts with the primary educational purpose of a conference; (2) upon notice from PLRB, whether written or verbal, participants will immediately cease and desist from activities deemed by PLRB to be inappropriate; and (3) PLRB shall not be liable for any damages related to a discontinuation request under this policy.
Failure to comply with this entertainment policy can result in sanctions, including but not limited to:
Loss of exhibiting privileges at PLRB events
Loss of speaking privileges at PLRB events
Loss of attendance privileges at PLRB events
14. Hotel Agreement This contract is subject to terms of the agreement between PLRB and the hotel.
15. Special Assistance/ADA Compliance In compliance with the American with Disabilities Act, all Sponsor personnel needing special assistance should contact PLRB with their requests.
16. Interpretation/Choice of Law PLRB has total authority of interpretation and enforcement of these Terms, Conditions, Rules, and Regulations and reserves the right to amend them at any time for the benefit of the functions. Sponsors and their representatives who violate these Terms, Conditions, Rules, and Regulations or who, in the opinion of PLRB, conduct themselves unethically, may be dismissed from the function without refund or other appeal and may be excluded from participation in future Conferences and PLRB functions.
Should either party resort to litigation or any form of alternative dispute resolution, the parties agree that the jurisdiction, venue and choice of law shall be DuPage County, Illinois.
17. Raffles Because raffles, sweepstakes and lotteries are generally prohibited by law, Sponsors are prohibited from holding raffles, sweepstakes or lotteries at PLRB events including the Large Loss Conference. Furthermore, any giveaways to attendees, including attendees who may participate in a lawful game of skill, must be of de minimus value ($25.00 or less).
18. Entire Agreement This Agreement contains the entire agreement between PLRB and Sponsor, and there are no other promises or conditions in any other agreement oral or written. This Agreement supersedes any prior written or oral agreements between PLRB and Sponsor.
19. Severability Should any provision of this Agreement prove to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable.
20. Hold Harmless: The Sponsor assumes the entire responsibility and liability for losses, damages, and claims arising out of Sponsor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims. Hotel will not be responsible or liable for any loss, damage, or claims arising out of Sponsor’s activities on the Hotel’s premises except for any claims, loss, or damages arising directly from its negligence. The Property & Liability Resource Bureau will be responsible to negotiate the contract with its Sponsors.
21. Sponsor Tax Responsibilities: The Sponsor agrees to adhere to all relevant local, state, and federal tax regulations and laws related to goods or services. This includes obtaining, paying for, and displaying any required licenses and permits, as well as paying any applicable taxes and levies associated with the Sponsor’s participation in the Conference.
I agree to the Terms and Conditions.